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HomeMy WebLinkAbout8E - City Manager Performance Evaluation AGENDA #: PREPARED BY: SUBJECT: DATE: BACKGROUND: STAFF AGENDA REPORT ~ 8E ~,~ FRANK BOYLES, CITY MANAGER "- CONSIDER APPROVAL OF REPORT OM SUBCOMMITTEE ON CITY MANAG R PERFORMANCE EVALUATION FROM JANUARY 1, 1996 TO JANUARY 1, 1997. MAY 5, 1997 The Subcommittee on the City Manager's Performance Evaluation has completed collating councilmembers' responses and incorporated their findings into a report to the Council. The subcommittee consists of Mayor Andren and Councilmember Greenfield. In addition to summarizing the performance evaluation results, the committee provides the Council with a recommendation for salary revision. The subcommittee report will be provided to City Councilmembers together with the Update memo on Friday, May 2, 1997. 16200 E~KV~BlOO1e. S.E., Prior Lake. Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER . , AGENDA # 8E PREPARED BY: Manager's Evaluation Committee SUBJECT: Manager's Evaluation DATE: May 5, 1997 BACKGROUND: On April 7, 1997, the Managers Evaluation Subcommittee comprised of Mayor Andren and Councilmember Greenfield met to review the performance evaluations submitted by the Council. The results of the Manager's review were very positive. The council rated his overall performance as follows: 5 - Well above standards 4 - Above standards 3 - Meets standards 2 - Below standards 1 - Well Below Standards I. Organizational Management: A) Organizes the work that goes into providing services established by past and current decisions of the Council. 3,4,4,3,4 B) Plans and organizes work that carries out policies adopted by the Council and developed by staff. 2,5,4,4,4 - Met all goals and objectives C) Evaluates and keeps up with technology. 3,4,4,4,4 D) Selects leads, directs and develops staff members. 5,5,2,4,5 - The most recent staff additions have exceeded expectations and augment the existing staff very well. The city attorney firm is a prime example - Continues to hire and foster high quality leadership - I am well satisfied with the caliber of employees the manager has hired. Continues to staff with top-notch professionals. The latest addition of Mr. Ilkka continues to confirm his talent in hiring. n. FiscaVBusiness Management: A) Prepares and organizes a Budget that conforms to the guidelines adopted by the council. 5,5,3,5,5 - Met goal with '0' net tax increase - 0% increase was the desire of the council, 0% was met with no detraction from the public needs - The manager has in all respects, done exactly as the majority of the City Council has instructed. B) Plans, organizes and supervises the most economic utilization of manpower, materials, and machinery. 4,2,5,4,4 - Open to staff suggestions to improve utilization C) Plans and organizes a system of reports for the Council that provides the most up-to-date data available concerning expenditures, revenues and investments. 4,2,4,3,4 - Has provided City Council with all fiscal information requested. D) Plans and identifies new and updated means of financially managing our cities facilities, buildings, and equipment. 4,4,2,4,4 - Has developed new and progressive methods E) Recommends actions to strengthen fiscal condition of the City. 2,5,3,4,5 - Careful monitoring of interest rates has saved taxpayers $$ - Recommended allocation of $700,000 to improve City financial position, this fiscal foresight will benefit the public both short and long term. m. Program Development: A) Maintains ongoing programs and services which are responsive to the organization's needs. 3,4,4,4,4 B) Plans, organizes and monitors work involving research programs directed by the Council and reports results. 4,4,3,4,3 - Maintains good communication with periodic progress reports C) Follows through on plans and organizes work assigned by the Council for completion in a timely manner. 5,3,4,2,3 D) Makes effective use of available staff resources. 4,3,4,1,4 - Too many dollars being spent on consultants and legal, instead of benefits for residents. IV. Relationship with City Council: A) Effectively, and clearly communicates with Council by appropriately utilizing materials, reports, and presentations. 5,4,4,4,2 - Council workshops always effective and worth while. Reports generated show a positive direction and allow opportunity for discussion. B) Communicates with Council in a timely, forthright, ongoing and open manner. 4,4,4,5, I - Information that is critical is often received too late for meaningful council discussion. C) Presents adequate and accurate information to the Council to enable an appropriate decision. 4,4,4,2,3 - Would like to see an internet page. - Meets reasonable standards. I have noticed improvement in this area. D) Responsive to the City Council's needs for current plans, activities and events. 4,4,4,3,4 - Council updates very effective for planning purposes. V. Long Range Planning: A) ,Maintains a well constructed long-range (strategic) plan that is currently in operation 4,4,4,3,5 - Need to finalize a solid tactical plan. - Has effectively championed the council desires (strategic plan) which met council and other entities. -Strategic Plan consistently being implemented. B) Maintains an on-going monitoring process that attains a quality assurance in program and project implementation. 3,4,2,5A C) Program evaluation and personnel evaluation are inter-related with the strategic plan. 4,3,3,3,3 . D) Pursues completion of goals adopted and approved by the Council. 5,4,5,3,5 - All goals of City Council are being implemented or have been accomplished. E) Keeps Council advised of new and impending public policy legislation and developments 4,3,4,4,4 - Excellent support of city attorney. F) Assures maintenance of existing infrastructure and planning for new or replacement infrastructure. 4,4,4,3,5 - Exhibits "future logic" in current issues. - Is consistent in this area. VI Relationship with PubliclPublic Relations: A) Maintains an active role in timely communication with the media/public. 5,5,5,3,4 - Great addition to have communication in city paper. - Good articles in the American. Good and timely coverage in wavelength. Glad to see the beginning stages of cable communication. B) Maintains a liaison with non-governmental agencies, organizations, and groups involved in the community. 4,4,5,3,4 - Appears to have a good working relationship and line of communication with several organizations. C) Communicates with the public on a regular basis in an effort to achieve good feedback from the public. 4,4,5,3,5 - Newsletter and cable VII. Interagency Relations: A) Demonstrates a positive role in the cultivation of professional relations with other agencies. 4,5,5,3,5 - Very well respected at AMM and LMC. Promotes City coordination with neighboring cities, townships, and Dakota community. - Dakota community, Legislative Committee, League, etc... B) Provides the Council with necessary tools to promote and enhance good communications, and program development with other agencies. 3,4,5,3,4 vm. ProfessionaVPersonal Development: A) Demonstrates management techniques that show innovation, imagination, and decisiveness. 4,4,4,2,4 - Frank has worked on some difficult situations with labor negotiations, Council directions and Staff changes. Each event indicates growth in Frank's confidence and focus. B) Demonstrates effective leadership performance. 4,4,4,1,4 - Turmoil at city hall, status oflabor negotiations suggests lack of effective personnel leadership. C) Demonstrates effective verbal and written communication skills. 4,5,4,3,4 - Exceeds in written communication skills, but needs a bit of work on verbal communication. Overall Evaluation: Considering the above ranking collectively, the City Manager's performance over the review period has been: 5 - Well above standards ~ 4 - Above standards 3 - Meets standards .1-2 - Below standards 1 - Well Below Standards Committee Recommendations: The Managers Evaluation Subcommittee would like to recognize the following areas which the manager has demonstrated a high quality of performance: .Preparation of a budget which provided no net tax increase as directed by the Council · Re-establishment of Economic Development Committee .Updated City Council and Advisory Committee By-Laws, City Codes and Ordinances · Acceptance and completion of Council directives, goals and objectives · Initiating long term financial planning and programming for equipment and personnel .Overseeing the remodeling of city parks, and coordination of Parks and Library Referendum Based on the results of this performance evaluation, a review and determination that this action is within the guidelines of the Stanton Survey for a city with similar staff and population, this committee recommends a 3% ($2091) annual salary increase to $71,788 subject to all applicable taxes and withholdings, effective January 1, 1997. Alternatives: 1. Approve the salary recommendation and committee report as submitted 2. Approve with modifications and changes 3. Table the Matter for additional information or other specific reasons Action Required: The Committee recommends alternative 1. A motion and second to approve the recommendation and report as submitted.